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KI Box

About KI Box

Log in to KI Box

First-time user? Get started with KI Box

KI Box is a cloud-based file sharing service that enables you to share files between your computer, smartphone and other mobile devices and with colleagues and partners inside or outside KI.

The Box service has been jointly procured by universities and university colleges in Sweden via SUNET, which has evaluated the service on several occasions. A pilot was conducted at the end of 2014 at KI with very satisfactory results. It is though important to bear in mind that not all sorts of data can be stored in KI Box considering it being a cloud service.

  • KI Box provides an easy way to share files with KI colleagues and external partners. All you need to get started is the recipient’s email address.
  • KI Box is easy to use and gives you access to your files from a range of clients, either via the web or an app on your mobile device. KI Box works with all the most common operating systems and units on the market.
  • KI Box entails no extra cost for university employees as it is financed centrally by KI via the IT invoice.
  • You can share large files up to 15 GB, and each user has 100 GB of free storage space.
  • All you need to access KI Box is your KI ID, so there’s no need for a separate username and password. If you do have problems logging in or using the service, you can always turn to the KI administrators for help.

A cloud service with high security functionality

KI Box gives you access to a cloud service with high security functionality. Box is the only service supplier that fulfils all the security requirements specified by SUNET in its procurement, including centralised user management, SSO, encrypted storage, Personal Data Act and the Safe Harbor principles.

Everyone who is currently using Dropbox or other cloud solutions for KI-data should move these files to one of KI's storage solutions, for the following reasons:

  • KI has carried out a risk and vulnerability analyses of the service.
  • According to KI’s risk and vulnerability analysis, KI Box can be recommended for information that is not classified as confidential by law or by KI’s internal classification model.
  • No personal data on research participants shall be stored in KI Box, as they are considered sensitive data.

Share with custom links

When you want to share a folder or file on your Box you create a link that you distribute to those you which to share it with. You can either choose an auto generated link or create a Custom link to use.

A weakness with custom links is that they are often easy to guess, which results in that anyone that has guessed the link, either themselves or with the help of a computer program, get access to the material the link is pointing to.

Only use custom links for material you consider ok to be public.

What kind of files must I not upload to KI Box?

Information classified as confidential/requiring protection, such as information that can lead to a patent, may not be saved in KI Box, as the agreements do not include protection against the application of other national legislation. Box has no power over American legislation in this respect.

Some personal data are classed as sensitive by paragraph 13 of PUL and protected as confidential in accordance with the Public Access to Information and Secrecy Act. This applies, for example, to personal data relating to research participants. Such data should not be stored in KI Box. Coded data - with which you can identify a person with a key for decryption – are also to be treated as personal data. If the coded data refer to a research participant, they are to be considered sensitive as per PUL and cannot be stored in KI Box either.

See our page Frequently Asked Questions.

Get your KI Box account

Simply go to, select Karolinska Institutet as the Service Provider and log in with your regular KI ID. Other guides and manuals for the service can be found on the Box website.